Learn how to assign shifts efficiently and quickly as a customer in the RecMan Company Portal.
Note
Viewing a booked shift sent from the Company Portal is available using the RecMan Employee app or Employee Portal.
Using the booking function in the Company Portal, your customer can add bookings and assign shifts to employees. This feature enables your customers to:
- Simplify the booking process and assign your employees directly.
- Select and assign employees based on their availability.
This picture demonstrates how a customer creates a booking in the Company Portal. Going to the second tab, you will see how an employee can view the shift in the RecMan Employee app.
Navigating the booking module
Logging in to the Company Portal and navigating to the booking module, you have 2 tabs available:
- Booking: This is where the contact person can create a booking, and it displays all bookings shared with or created by the customer. Here you can see the name, due date, period, total shifts and how many are assigned, responsible co-worker, project, creation date and creator of each booking. You can also filter out or search for the specific bookings you are looking for.
- Shifts: The shifts view will show you the status of all shifts created in the bookings, based on whether they have been assigned or not. Here, the shift type, time, break, how many and which assigned employees and eventual notes are displayed.
Adding a shift as a customer
When you are in the booking module:
- Go to the Shifts tab and press Add Shift.
- Select booking.
- Select time, break and number of employees.
- Click on dates to add a shift to that date and press Add shifts to save.
- In the shifts overview, select the shifts and press Assign from the action menu.
- In the appearing list of employees, press the Assign button to assign the shift to that employee.
In the first step, you navigate to the Shifts tab, where you can view all shifts, and press Add shift. In the second step, you can select the booking that you want to add the shift to and then optionally select the shift type. In the third step, you select the shift start and end time, break and number of employees. For the fourth step, you can use the small calendar to select the dates that you want to create the shifts on and press the blue Add shifts button to save. For the fifth step, you can go back to the overview to select the shifts and press Assign from the action menu. Lastly, you need to press the Assign button next to the employee(s) you want to assign the shift(s) to.
Setting availability
Employees can set their availability in their RecMan calendar, either in the Employee Portal or in the RecMan Employee app.
Go to the Shifts tab in the Booking module and press Add shift.
Select a booking, set the time, break and number of employees, then click on dates to add a shift to that date. Press Add shifts to save.
In the shifts overview, select the shifts and press the Assign icon from the action menu.
In the appearing list of employees, press the Assign button to assign the shift to that employee.
Viewing a shift as an employee
Assigned shifts sent to an employee will be received as a notification in the RecMan Employee app. In the app, the employee can view assigned shifts in the calendar.
How to set up the booking functionality as a RecMan user
This section describes how a RecMan user creates the contact person, creates a login to the Company Portal, and enables the correct permissions to enable the booking function. If you are familiar with this process, this part may be skipped.
To create a login for a customer, go to the company card in the CRM and create a contact person. Or, with an available contact person, go to their contact person card and find the "create login" button to select their language and set a password for the first time logging in. Note that the email account registered to the contact person will also be used to log in.
When the login is created, the customer may be informed of their new login information, and the first-time login will prompt them to set a new and secure password.
Secondly, when creating a customer login, the customer permissions window will be opened on the contact person's card. Here, you will need to choose the permissions under the Staffing calendar section:
- "Company - Staffing calendar" OR "Project - Staffing calendar"
- "Book shifts"
- “Assign shifts”
- "Self-service booking"
Should I use the "Company" or "Project" permission?
Using the "Project" permission requires you to add the projects the customer is responsible for overseeing to the "Projects" field on the contact person card. By using the "Company" permission instead, you make all the projects on the company available.